FM Business Support Administrator 3 months FTC in Sheffield

Andy File Associates Limited are working as a recruitment business on behalf of our client with regards to this fixed term contract to permanent position. Our Facilities Management client is looking for a Business Support Administrator to join them at their Head office in Sheffield on an initial 3 months FTC basis. The ideal candidate will have a Helpdesk background and should have experience in Office Administration and good IT skills. Any previous experience working within a facilities management or construction environment would be beneficial.

Working Hours: 9.00am - 5.00pm Monday to Friday

Reporting to: FM Business Support Manager

Job Description:

• Use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, etc., to produce correspondence and documents and to maintain presentations, records, spreadsheets and databases.
• Produce Quotes, Purchase Orders and Invoices.
• Support accounts with inputting supplier invoices.
• Collate, produce and distribute reports from results generated by Subcontractors and send them out to clients.
• Experience of using a CAFM system such as Job logic, Maximo, Easybuild or similar.
• Scheduling and keeping up to date the PPM, periodic and inspection records.
• Dispatching certificates and new O&M style booklets for stores and FM service users.
• Keeping site addresses and details up to date as they change.
• Arrange travel and accommodation for staff or customers and other external contacts.
• Receive incoming calls from Clients and log/raise work orders in CAFM system.
• Deploy jobs to Technicians via the phone and CAFM system.
• Update CAFM system with subcontractor work details to ensure the system reflects all works carried out.
• Process Timesheets by updating CAFM system to ensure Technicians times are correctly allocated to individual jobs.
• Liaise with staff in other departments and with external contacts.
• Order and maintain stationery and equipment.
• Sort and distribute incoming post and organise and send outgoing post.
• Organise and store paperwork, documents and computer-based information.
• Photocopying and printing various documents, sometimes on behalf of other colleagues.
• Prepare documentation for internal process as per ISO Standards.
• Liaise with our Health and Safety Forum and Human Resources Coordinator to engage with Learning and Development as necessary.
• Any other duties which are required by the business and within the scope of the role.

Personal Specification:

• A background in Facilities Management or Construction desirable but not essential.
• Qualifications or Business skills/experience that relate to the position.
• Excellent Level of IT Literacy.
• Some experience using Business Software such as Joblogic, accounting software, Coins etc.
• Ability to use own initiative, working accurately with policies and procedures.
• Prioritise workload and meet deadlines with attention to detail.
• Written and Verbal communication skills.

Key Performance Indicators:

• Technical skills and application: Demonstrates knowledge and application of the skills required for this position. This includes knowledge and understanding of appropriate equipment, legislation, policies and procedures.
• Continuous quality improvement: Commitment to ensuring quality services are delivered to both internal and external clients through continuous improvement activities.
• Customer service: Excellent communication and interpersonal skills including demonstrated experience in liaising with a wide range of internal and external clients.

Benefits:

• Holiday Entitlement 33 days, including Bank Holidays pro-rata.
• All employees are eligible for a long service accrual of 1 day per 5 years of service, up to a maximum of 5 days. Pro rata for the 3 months FTC.
• If the FTC becomes permanent then the following benefits will be available: Bupa Private Healthcare and Cash Plan; available upon successful completion of your probation period, you will have the choice to be opted into their company healthcare scheme. Zurich Life Insurance Cover. Training- you will receive ongoing core competency training in your respective field of work.